Program Administrator

Deadline May 30, 2024



JOB TITLE: Music and Worship Administrative Assistant

CLASSIFICATION: Non-Exempt – 40 hours per week

PURPOSE: The Music and Worship Administrative Assistant provides support and assistance for the worship and music programs such as 8 am, traditional, and modern, services of LGPC. The purpose of this position is to provide assistance in support of the church objectives and the church’s overall mission.


Choir Support/Management:
New members: welcome them to the choir by sending an introductory email, holding an audition, and sending out the introduction email to the choir.
Guest singers: recruit with social media and web campaigns; register guests and update printed and digital guest directories.
Maintain data storage for online worship files, (OneDrive, Dropbox) and Sanctuary Choir Dropbox folder with study/resource guides, choir directories, and Zoom rehearsal recordings.
Administrative Support/Management:
Purchase, manage and maintain the appropriate copyright licenses for online and in-person worship. Check copyright for all worship music used and record in worship grid. Report copyright usage as necessary.
Order supplies and equipment for Music Ministry staff and bulletin printing as needed.
Financial management: Process payment vouchers, track budgets and assist in submitting bills for payment by the church bookkeeper.
Act as liaison for childcare, ushers, and Communion preparation.
Supervise Worship and Music AV Technicians as well as manage communication between AV Team and staff for all events requiring AV.
Meet weekly with AVs to assess needs, schedule, and implementation.
Attend rehearsals, services, and concerts to help with logistics as needed.
Communications and Outreach:
In collaboration with the Communications Team, request all music related print and web materials including flyers, press releases, postcards, brochures, bulletins, bulletin covers for special services (Ash Wed, Maundy Thursday, Good Friday), programs, digital invitations, choir directories, and email blasts.
Design and schedule content for social media posts.
Format, edit, and print all printed and online bulletins for the church.
Reserve spaces One Church for Music Ministry events. Schedule and send Zoom meeting reminders to Music Ministry staff and others as needed.
Update and circulate master SC calendar.
Schedule and delegate tasks for music event volunteers.
Curate the Choir Sign-Outs.
Coordinate and manage all special music events: Launch Sunday, choir brunch, music workshops, retreats, concerts, fundraisers, and annual choir picnic; responsible for ordering food (including Christmas Eve).
Concert Related Responsibilities:
Publicity – In partnership with the Communications Team, publicity materials including writing articles, distributing materials, organizing ticket “sales”, and sending communications to email lists.
Promote concerts through social media.
Write and schedule Facebook posts for the Traditional and Modern Worship Facebook groups.
Request promotion for all events/concerts to the Communication Team.
Manage and implement freewill offerings, ushers, and receptions.
Manage logistics including working with custodians for Sanctuary and room set up.
Other Responsibilities:
Attend Mission Trips and do necessary Mission Trip logistic work including fundraising, print materials, social media, etc.
Attend Tuesday Worship Planning meetings – facilitate walkthrough of the Service Planning grid and weekly bulletins.
Attend quarterly meetings of music staff and Sanctuary Choir Advisory Team, music Team, monthly all staff, and monthly Worship and Music as well as quarterly calendar meetings.
Follow and support the “The Constitution of the Presbyterian Church, Part II, Book of Order” (Current addition).
Follow and support Lake Grove Presbyterian Church’s polity, goals, rules, policies, and procedures.
Other Duties:
As assigned.


College degree or equivalent preferred as well as a background in music.
Ability to work independently.
Able to deal maturely with and protect sensitive/confidential information.
Flexible team player with high energy level and a positive attitude.
Ability to work in coordination with all levels of the church staff and fellow support staff.
Ability to communicate effectively, both orally and in writing.
Good judgment: ability to respond appropriately to needs.
Ability to manage multiple tasks according to priority.
Ability to adapt to individual styles of colleagues.
Have a musical knowledge and be eager to create, participate and problem solve, serving the church, the music ministry, the audio-visual team and other church ministry teams with joy.
Expected to do the most, rather than the minimum, in assisting music and AV staff.
Proficient using Microsoft Office Suite (Word, Publisher, Outlook, PowerPoint, Excel), ability to work well in Adobe Creative Suite (including audio and video editing software
Ability to use general office machines and equipment.

ACCOUNTABILITY: The Program Manager for Worship and Music is accountable to the Director of Worship and Music.


The conditions listed are representative of those that must be met by a team member to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Standard office setting.
Physical: Sufficient physical ability to work in an office setting and operate office equipment. Team members will be able to sit for extended periods of time. Team members will continuously be performing hand and wrist work including grasping. Team member will be able to lift and move items such as chairs, tables, music stands, and instruments. Team member may periodically be asked to lift items up to 50 pounds.
Vision: See in the normal visual range with or without correction, vision sufficient to read computer screens and printed documents.
Hearing: Hear in the normal audio range with or without correction.

RELATIONSHIPS: The Program Manager for Worship and Music works closely with the Director of Music Ministries and the Music Associate. This position will also collaborate with the Communications Team, with other support and program staff, Pastors, Elders, Trustees as needed.

Lake Oswego

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